Vacation and leave approvals
Employees request time off on their phone; your rules check the balance, the notice and team coverage, the manager approves in one click, and the calendar and payroll are told.
Who it is for · Managers and HR in businesses of 10 to 200 employees
Working code every week
Every sprint ships something your team uses.
You own everything
The code, the database, the servers. No licence.
Rules you can check
Your rules written in code, every decision logged.
Fixed price, stop anytime
One feature a week, no long-term contract.
The problem
Requests arrive by email, text or paper; balances are checked in a spreadsheet, payroll is not told, and two people from the same team leave the same week.
- Balances never up to date
- Teams short-staffed in peak season
- Employees waiting for an answer
What changes
Every request arrives checked; the manager decides in one click, and everyone is told at once.
- An answer the same day
- Balances always right
- Each team's coverage protected
How it works
- The employee requests time off in the application, on their phone
- Your rules check the balance, the notice and how many are away per team
- The manager approves or refuses in one click, with the reason
- The employee, the team calendar and payroll are told
Anonymised use case
An installation company, 60 employees in 5 teams
Requests reach managers by email and text; balances are tracked in an HR spreadsheet, and payroll is told by hand.
| Per transaction | Before | With the brain |
|---|---|---|
| Handle a request | 15 min | 1 click |
| Update the balance | 5 min | automatic |
| Tell payroll | 5 min | automatic |
| 40 requests a month | 17 h | 1 h |
Mistakes the rules avoid
- Enough balance under the policy and seniority
- 14 days' notice
- At most one person away per team per week in peak season
- Approval despite a rule: logged with who approved
Exchanges avoided
- The "did you see my request?" emails and texts
- Balance checks with HR
- Payroll notices done by hand
About 15 hours a month given back to managers and HR, and no team left short-staffed by surprise.
Estimates from our projects, for one complete operation; your volumes change the total.
Custom built, from a proven base
This is not off-the-shelf software. The solution has already been built and run in production; your project starts from that code, then everything is fitted to your team:
- Your integrations built for your systems, through their API, not a generic connector.
- Your data sources your email, your ERP, your Excel files, as they are today.
- Your rules written in code with your team, then checked on last month's data.
- Your interface the screens, approvals and alerts your team needs, nothing more.
Starting from a proven base means a first result on your own data in the first week.
What the solution includes
- Vacation, leave or personal-day requests on a phone
- Balances calculated from your policies and seniority
- Rules: notice, coverage per team, blackout periods
- One-click approval by the right manager
- Team calendar updated in Outlook
- Payroll told; history of every decision
- A team view of absences, week by week
Systems already integrated, for example
- Identity and calendar: Microsoft 365 and Outlook, Google Workspace
- Payroll: your payroll software or an export for your provider
- Your current Excel balance files, to start
Each integration is built for your systems. Yours isn't listed? We integrate it through its API.
Your first three sprints
Sprint 1
Connect
Your sources are connected and a first version runs on your real data.
Sprint 2
Rules
Your rules run on last month's data and are compared with what the team did by hand; every gap is explained.
Sprint 3
Release
One team uses it first, with every decision tracked, then we widen.
Price
$1,500 CAD
per sprint, one week · One sprint = one usable feature.
- Fixed price, known upfront No hourly rate, no overruns.
- Sprints on demand Stop before the next invoicing cycle, no penalty.
- You keep everything Every feature delivered is yours, even if you stop.
Frequently asked questions
Our vacation policies are specific. Is that a problem?
No. The rules are written from your policies: seniority, blackout periods, how many may be away per team. We check them with you on your past requests.
Do employees have to install an app?
No. The application opens in the phone's browser and installs in one tap, without an app store. They sign in with their work account.
Can a manager approve a request that breaks a rule?
Yes, if they decide to: the rule is shown, and approving despite it is logged with who did it.
What about payroll?
Payroll is told at each decision, or receives an export every period, depending on your software.
Who owns the code?
You do. The code, the database and the servers are in your name from the first sprint. No licence, no per-user fee.
Do we have to change our ERP or accounting software?
No. We work around your systems. If there is no accounting software yet, QuickBooks or Zoho Books is enough as the ledger.
What happens if we stop?
Nothing breaks. You keep the code, the data and the documentation; another team can take over.
Discovery questionnaire
Two questions to prepare our first conversation. One minute.
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